Job Postings
Associate Director
Development Director
Executive Assistant
Bookkeeper
ASSOCIATE DIRECTOR (in charge of Finance, Facility, and Administration)
Asian Arts Initiative
Philadelphia, PA
The Asian Arts Initiative
(www.asianartsinitiative.org) is a multi-disciplinary community arts
center offering performances, exhibitions, workshops, and training for
artists, youth, and adults of all racial backgrounds who need a space
to develop their cultural “voice”. The organization
was founded in 1993 and has an annual operating budget of approximately
$650,000. The Associate Director will play a key role in the
organization’s next phase of growth, as we develop a new
multi-cultural multi-tenant arts facility in Philadelphia’s
Center City/Chinatown neighborhood.
Overview: The Associate Director is
in charge of Finance, Facilities, and Administration; and plans and
directs all aspects of the organization’s operational policies,
objectives, and initiatives. Responsible for the attainment of short
and long_term financial and administrative operational goals. Leads and
directs the work of others. Sits on the Management Team.
Reports to: Executive Director
Supervises: Executive Assistant/Officer Manager; contracted Bookkeeper
Areas of Responsibility:
Administrative Operations
- Oversees administrative aspects of operational management within agreed budgets and timeframes
- Liaises with other senior
staff so as to understand all necessary aspects and needs of
administrative operational development, and to ensure that senior staff
are fully informed of operational objectives, purposes, and
achievements.
- Ensures appropriate systems for organizational administrative operations are established and maintained.
- Oversight for administrative activities.
- Facility Planning
- Oversees facilities.
- Acts as liaison with landlord and tracking budgeting requests for the facility.
- Drives the subtenant leasing process.
- Approves contracts and invoices.
- Financial
- Organizational and Program Budgeting
- Facilitates budgeting process,
set calendar and meetings, facilitate staff participation. With the
Program Director, connect budgeting to program planning.
- Works with Bookkeeper and
Board Treasurer to develop and implement controls. Supervises
compliance with financial controls/policies, such as signatures and
reports.
- Monitors financial activity,
including expense and income projections. Review/approve expenditure
requests and monitor budgets, including quarterly or monthly budget
meetings.
- Provides appropriate, regular reports for staff and board as defined by ED with input from staff and Board Treasurer.
- Supervises bookkeeping/guiding all financial tracking.
- Supervises bookkeeper and ensure that data is tracked accurately.
- Manages contracts, receivables, grant draws
- Ensures that program invoices are processed. Monitor accounts receivable.
- Manages payroll and benefits.
- Recommends changes. Ensures
that consultants create invoices and track their time. Ensures that
staffing changes are reported to payroll and benefits companies.
- Facilitates and oversees
the auditing process and provide support for audit preparation. Work
with auditor. Provide staff support for Board Treasurer to ED to
present audit draft to Board.
- Manages liability issues (insurance, contracts, etc.)
- Oversees office and personnel
procedures; ensure standards are clear and applied consistently.
Orients staff to policies and procedures.
- Drives staff hiring, performance review process, and professional development plans.
- Drives periodic review of staff structure and salary structure.
- Drives development of volunteer program structure and policies organization wide.
- Drives management of staff
communication systems and planning structures (meetings, retreats) with
input from Executive Director.
- Oversees technology planning and implementation, esp. for new facility and on an on-going basis.
- Approves consultant contracts in addressing technology related issues.
- Board
- Provides staff support for finance committee
1 Administrative Operations focuses
on establishing and maintaining the day to day activities/systems
needed for the development and implementation of AAI’s products
and services and requires the development and implementation of
policies and practices related to administrative, personnel, finance
and accounting, and technology.
2 In this model senior staff are
each responsible for ensuring that programs/activities stay on budget.
Each is accountable for their budgets.
COMPENSATION: Salary is commensurate with experience; health and dental insurance, 403B plan offered.
TO APPLY: Email cover letter,
resume, salary requirements, and 3 work-related references to
jobs@asianartsinitiative.org. The Asian Arts Initiative is an equal
opportunity employer. Asian Americans and other people of color are
strongly encouraged to apply.
DEVELOPMENT DIRECTOR
Asian Arts Initiative
Philadelphia, PA
The Asian Arts Initiative
(www.asianartsinitiative.org) is a multi-disciplinary community arts
center offering performances, exhibitions, workshops, and training for
artists, youth, and adults of all racial backgrounds who need a space
to develop their cultural “voice”. The organization
was founded in 1993 and has an annual operating budget of approximately
$650,000.
The Development Director is a
senior-level staff member who serves on the organization’s
Leadership Team and, along with the Executive Director, participates in
setting strategic direction and philanthropic priorities for the
organization. S/he is responsible for ensuring fiscal soundness and
alignment of resources with program priorities. Over the next few
years, the Development Director will have a particular focus on
expanding individual giving and cultivating major gifts as part of our
effort to develop a multi-cultural multi-tenant arts facility in
Philadelphia’s Center City/Chinatown neighborhood.
Job responsibilities include the following:
Fundraising:
- Strategize and guide all
aspects of organizational resource development, including individual
and institutional solicitations and special events, to achieve annual
goal, expected to be approximately $650,000 in 2009.
- Ensure that annual fundraising
goals and strategies are developed and approved; solicit information
and buy-in from Board and staff; monitor progress toward goals.
- Ensure that program staff are
informed of and engaged in development process as it relates to program
planning and goal setting. Solicit appropriate feedback from staff and
Executive Director as necessary.
- Work with contracted Grantswriter to ensure that proposals and reports are written, reviewed, and submitted in a timely manner.
- Manage annual fundraising banquet and silent auction.
- Manage and continue developing annual membership campaign.
- Manage $5 million capital campaign along with contracted consultant/s.
- Identify new funders,
recommend strategies about cultivating relationships. For major/key
funders: participate in meetings and acquire relationships over time,
and support other Board and staff members to sustain these
relationships.
Financial Management:
- Ensure that revenues in
financial reports are accurate and up to date for reporting,
strategizing, and grant application purposes.
- Develop earned income
strategies and business plan for the following: box office, quarterly
fundraising events; and product sales.
External Relationships:
- Drive the creation and implementation of a marketing plan and communication strategies.
- Oversee the development of organizational materials such as the website, newsletter, or e-news.
- Help determine which partnerships to pursue and who on staff should participate.
- Help select public speaking, advocacy, and other opportunities to represent the organization publicly to pursue.
Board Development:
- Drive fundraising committee and set resource development goals with Board.
Qualifications:
- At least three years of experience in Resource Development for a non-profit organization. ∑ Experience working in a community based environment.
- Knowledge of the community arts sector preferred.
- Applicant must demonstrate a
commitment to advancing the voice of Asian Americans in Philadelphia,
as well as share a strong belief in the arts as a method of community
building and community change.
- Proven project management
experience – the ability to prioritize and manage multiple
responsibilities and tasks, with an excellent attention to detail.
- Personal flexibility and the ability to work with diverse personalities and evolving organizational needs.
- An extraordinary ability to work as a team member and to facilitate group process and positive group dynamics
- Demonstrated experience in non-profit finance and/or fund development
- Strong written and verbal communication skills. Facility with computer systems and software.
Salary:
Salary is commensurate with
experience; health and dental insurance, 403B plan. Email cover letter,
resume, salary requirements, 3 work-related references, and recent
proposal narrative to jobs@asianartsinitiative.org. The Asian Arts
Initiative is an equal opportunity employer. Asian Americans and other
people of color are strongly encouraged to apply.
EXECUTIVE ASSISTANT
Asian Arts Initiative
Philadelphia, PA
The Asian Arts Initiative
(www.asianartsinitiative.org) is a multi-disciplinary community arts
center offering performances, exhibitions, workshops, and training for
artists, youth, and adults of all racial backgrounds who need a space
to develop their cultural “voice”. The organization
was founded in 1993 and has an annual operating budget of approximately
$650,000. The Executive Assistant will play a key role in supporting
the organization’s next phase of growth, as we develop a new
multi-cultural multi-tenant arts facility in Philadelphia’s
Center City/Chinatown neighborhood.
Overview: Provides administrative
support to the Executive Director in an effort to support her
functioning as effectively as possible; serves as the office manager to
coordinate the administrative functions of the AAI office and physical
facility. Needs to be able to multi-task and communicate effectively
with individuals at all levels of the organization.
Reports to: Associate Director
Oversees: Volunteers related to office/facilities maintenance
Areas of Responsibility:
- Understands the requirements of the Executive and helps manage all aspects of scheduling and communication where appropriate.
- Supports senior staff to
coordinate board and staff meetings; compose, proofread and distribute
various materials; record and distribute Board meeting minutes.
- Prepares information/research where necessary.
- Assists with event planning and outreach activities as necessary.
- Takes on other executive projects in the context of the larger job description.
- Coordinates and prioritizes administrative activities and projects.
- Coordinates all reception duties, including the answering and routing of calls and greeting and announcing visitors.
- Ensures daily sorting and responses to organizational mail and email.
- Liaisons with internal and
external contacts, responding to questions, handling, complaints, and
referring to others, as appropriate.
- Supports the intake of volunteers and assists the Associate Director in building systems.
- Manages selection of office vendors and purchasing processes, including office supplies.
- Manages technology:
- Maintains databases, archives in general (including press clippings), files, organizational calendar and bulletin board.
- Manages equipment maintenance
and upgrades, including computer hardware and software. Ensures staff
members are familiar with and trained on systems and equipment.
- Manages technology planning
and implementation, esp. for new facility and on an on-going basis.
Supervises consultants in addressing technology-related issues
- Tracks scheduling of space,
handles alarm systems, coordinates cleaning and maintenance of facility
and related furniture and equipment.
- Coordinates regular building safety checks (and in the distant future: ergonomics training for employees).
- Serves as primary contact for subtenant questions, complaints, and problems.
- Provides support for subtenant leasing process.
COMPENSATION: Salary is commensurate with experience; health and dental insurance, 403B plan offered.
TO APPLY: Email cover letter,
resume, salary requirements, and 3 work-related references to
jobs@asianartsinitiative.org. The Asian Arts Initiative is an equal
opportunity employer. Asian Americans and other people of color are
strongly encouraged to apply.
BOOKKEEPER
Asian Arts Initiative
Philadelphia, PA
General Description
The Asian Arts Initiative is a community arts organization looking for
part-time bookkeeper to work one half-day per week on-site. Candidate
must have a good working knowledge of QuickBooks (preferably for
Macintosh).
Starting Salary (consultant basis): commensurate with experience.
Key Responsibilities
Accounts Payable
- Post all invoices to Quick Books.
- Print "Unpaid Bills Detail" to be reviewed by Executive Director for approval to pay.
- Prepare checks for signature.
- File paid invoices.
- Respond to all vendor inquiries for payment.
- Schedule out Credit Card bills & categorize correctly.
Accounts Receivable
- Receive, process and deposit all payments.
- Monitor overdue invoices, follow-up for payments.
- File paid invoices.
Other
- Bank Reconciliations.
- Prepare for fiscal year-end audit.
- Prepare monthly reports and as requested.
- Enter monthly payroll entries.
- General office duties where needed.
Qualifications
Minimum of 1 year of bookkeeping experience; demonstrated attention to
detail, follow-through, able to manage multiple tasks simultaneously,
excellent verbal and written communication, interpersonal, and
organizational skills. Facility on Macintosh computers,
QuickBooks; familiarity with web and internet a plus.
EMAIL COVER LETTER, RESUME, SALARY REQUIREMENTS, AND LIST OF 3 REFERENCES TO: jobs@asianartsinitiative.org